Office Assistant I – Police Full Time NEW

Incumbents have basic knowledge of applicable local, state and federal laws and regulations and departmental policies and procedures are required at this level. Incumbents are responsible for performing more complex data entry, compiling and analyzing various police reports, communicating verbally and in writing, conducting criminal history research, updating criminal history records, and performing quality assurance analyses and updates in law enforcement information management systems.The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed.

• Performs various routine records management duties, utilizing standard office equipment, to include: screening incoming calls; taking and transmitting message; keying information into databases; making photocopies; performing data entry; faxing documents; typing; transcribes and word processing. Ensures that documents are correct
• Serves as police records custodian and prepares specialized files and documents utilizing prescribed methods
• Ensures all reports are prepared and forwarded to recipient in a timely manner
• Answers telephone and forwards to appropriate individual or responds to requests for information; answers routine questions; directs visitors to appropriate locations
• Answers inquiries from department personnel and other police agencies
• Responds to public information requests from the general public and the media in accordance with state law and city and departmental policies
• Prepares, maintains and purges a wide variety of paperwork related to police activities
• Performs queries of information on criminal justice information systems (LEADS/NCIC
• Maintains regular attendance and punctuality
• Performs other duties as required

Knowledge Of

• Police reports and police procedures
• Criminal justice information management systems
• Proper law enforcement procedures regarding confidentiality of information
• Privacy and security laws for processing of requests for information
• Record keeping procedures and forms used in the police department
• Modern office procedures
• Customer service principles and practices
• Basic mathematical concepts
• Filing procedures and practices
• English language, grammar, and punctuation

Skill In

• Using a computer and related criminal justice information management software applications
• Using modern office equipment
• Operating a multiple line telephone system
• Keyboarding
• Multi-tasking under severe time constraints

Ability To

• File and maintain police records for retrieval of information
• Communicate effectively in verbal and written communications
• Establish and maintain effective working relationships with other City employees, outside agencies and the general public
• Provide extraordinary customer service
• Process routine forms and documents
• Perform routine mathematical calculations
• Keep privileged information confidential
• Work effectively under stress
• Demonstrate outstanding analytical reasoning and mediation skills
• Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction

EDUCATION AND/OR EXPERIENCE:

High School Diploma, or G.E.D., and two years of police records management and customer service experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Certification/ Licensure

• LEADS certified

Additional Information

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

HOURS OF WORK

The normal work schedule is Monday through Friday, 8:30 AM – 5:00 PM (40 hours per week). The position requires reporting to City Hall.

PHYSICAL DEMANDS

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

WORK ENVIRONMENT

Position is typically office or administrative work and is not substantially exposed to adverse environmental conditions.

The City of Cleveland Heights is an equal opportunity employer (EOE) committed to an alcohol / drug free workplace and to providing equal opportunities regardless of age, race, color, gender, religion, national origin, marital status, veteran status, disability or any other legally protected status.